Letting agents, landlords and commercial customers often want one piece of paper that shows where their account stands, not a pile of separate invoices. A statement is that document.
Switch it on
Statements is a skill, so it's off until you add it. Go to Skills, find Statements and install it. Nothing is sent to anyone when you do.
Make one
Open the customer from Contacts and tap Statement. It's also on the customer's quick view, under what they owe. Choose what it shows:
- What they owe. Every invoice with money still on it, as at today: the amount, what's been paid, what's left, and how many days late each one is. Underneath, the total is split by age: not yet due, 1–30 days, 31–60, 61–90 and over 90 days. If they've overpaid on an invoice, that shows as a credit and comes off the balance.
- Activity for a period. Last month, this month, the last three months, or dates you choose. It starts with the balance brought forward, lists every invoice and payment in that period with a running balance, and ends with the closing balance.
What you see in the sheet is the statement exactly as your customer gets it.
Send it
Along the bottom of the sheet:
- PDF downloads it.
- Print opens a print-ready copy.
- Copy link copies a link to your customer's own online copy. They can open it on their phone, download the PDF, and each unpaid invoice links to its own page, so they can pay it there if you take cards.
- Email it shows who it's going to, the subject and the message before anything is sent. You can change the message. The PDF is attached, and the email shows the balance and a button to view it online. It then appears on the customer's record under communications.
Ask Mucka
"Send the letting agent their statement for October."
"What does that landlord owe me? Email them a statement."
Mucka gets the statement ready and shows you a card with the customer, the period, the balance and the email address. Nothing goes until you approve it.
On your customer portal
If you also have the Customer portal, each customer who signs in sees their own statement of what they owe, with a button to download the PDF. It's the same statement you'd send them. If you've chosen not to show invoices on your portal, the statement isn't shown either.
What's on it, and what isn't
- Drafts aren't on it. They haven't been sent.
- Voided invoices aren't on it. Voiding an invoice cancels what was left on it, so it doesn't count towards what they owe. Any money already paid against it doesn't show either, so the balance still comes out right.
- Invoices you brought over from your old system are on it. They're real history. Mucka still won't chase them.
- Links you've sent keep working. If you remove the Statements skill later, any statement link already in a customer's inbox still opens.
- The figures are always current. A statement is worked out from your invoices and payments each time it's opened. If your customer opens the link next week after paying, it shows that they've paid.
Monthly statements
Mucka can get everyone's statements ready once a month. Open Settings → Statements, tick Get statements ready every month, pick the day (the 1st to the 28th) and who they're for:
- Everyone who owes you: what each customer owes today.
- Businesses who owe you: the same, for your commercial customers only.
- Everyone with activity last month: last month's invoices and payments, for each customer who had any.
On that day you get one card in Actions listing them all, biggest balance first. Everyone with an email address is ticked. Untick anyone you'd rather not send to, then press Send. Only the ticked ones go, each with the PDF attached and a link to their online copy.
Nothing is sent until you press Send. If you leave the card, it waits until next month's replaces it.